How To Set Up a Property Management Group

Scheduling - 
In this How-To you'll follow along on how to set up a new Property Management Group (PMG), Attach a Customer, Create Floor Plans, and connect everything together in MaidCentral (MC).

 




When/Why would I use a PMG

  • A PMG is used when you have a large building with multiple units (ex. an apartment complex) that you can enter into MC using an import spreadsheet. This will save you the time of having to enter individual units.
  • PMGs also allow your client, to manage and schedule cleanings via their Customer Portal. *(The scheduled cleanings they send over will open a ticket on your main dashboard.)

Below is a detailed, step-by-step list of how we recommend creating a PMG and getting it setup

 

1) Creating a Customer

  • Before setting up a property management group, we will want to create a customer, and then we will attach the PMG to a customer
  • For the examples below we will be using the PMG for "Verdier Pointe" so our customer is the same   (You can name your customer however you would like, it is not required to be the complex's name) 
  • Once the customer has been created, you are ready for step 2
  • Clicking on any of the "create a customer" in the above section will take you to an article on how to create a customer                                         mceclip11.png

 

2) Creating a Property Management Group (PMG)

  • A Property management group can be created under the Customer Tab > Property Managers, once on the PMG page, you can select  "Create Property Management Group" at the top right to pull up the creation page.
  • Once inside, You can enter the name of the PMG, and the mailing address to create that PMG

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Frequently Asked Questions

"Should I create one Property Management group per building, per complex, per unit?"

  • You should create one PMG for each office or management you have - For Ex - an Apartment complex that has 5 buildings but only 1 manager, would be 1 PMG for the office of that complex to log in and request cleanings for all 5 buildings

 

3) Attaching Customer to PMG

  • Once you have both a PMG and Customer created, you can attach the PMG to the customer from inside the Customer Profile (accessed through Customers>Search Customer or using the Search Customers found in the main action bar of MaidCentral
  • Inside the Customer Profile, under the User Account Tab > you can "assign PMG" to the customermceclip12.png
  • Below is what an attached customer looks like when viewing the PMG from Customers > Property Managersmceclip14.png

 

4) Creating a Floor Plan

After creating a PMG, we will need to create a Floor Plan for that Complex, or series of buildings you will be cleaning.

  • From inside your Property Management Group you will have 5 options (seen below)
  • The first thing we want to set up is the "Floor Plan"

 

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  • The Floor plan is going to be set up much like a Rent Roll (Seen below under Importing)
  • You can give each different type of Apartment or building a Name, Description, assign a home zone for the units, and then give each different type of build (1 bed 2 bath, 2 bed 1 bath) a "Unique Identifier mceclip5.png
  • Please note - your UID (Unique Identifier) will need to be different for each floor plan and match each of your different floor plans for when we import the floor plans.
  • Below is a fully created Floor plan for an Apartment 

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5) Creating Service Sets

  • Once your floor plan is created, you need to create a service set for that floor plan
  • Inside the Floor plan at the top is a "Service Sets" Tab
  • Creating a service set will be just like a normal job, you can make a name for the cleans, which scope of work and any default Start times, teams, and excluded/preferred times!
  • After making the service set you will set the base rate, allowed hours, and which frequency you would like each clean for this flooring type to be. (on-demand, single, recurring) mceclip7.pngmceclip8.pngmceclip9.png

6) Importing

  • Importing allows you to quickly add apartments or buildings, without needing to manually enter one at a time 
  • The easiest way to import is through getting a "Rent Roll" (seen below)  from the Property Managers.

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  • Once you have obtained a Rent Roll - Inside the PMG, under the "Floor Plans" tab selecting "Import" will take you to the import page    mceclip15.png
  • Once inside the Import Page, you will need to download the "Import Template" from the top right mceclip17.png
  • After downloading the import document, you will need to copy and paste the Home names, Adress, City, Region, Zip, and most importantly the UID (this uid is how it will know which floor plan to put each room under For Ex - Uid 1 would put the Home under my 1 BR 1 BTH floor plan)

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  • Once your import Document is ready, Save the document and from the Import Page you can "Select File" and "Load Import" - depending on the size this may take time for the system to import everything
  • Seen below this will import all the homes into your "homes tab" saving you hours of time!

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Congratulations you have set up your PMG and there is only 1 last step!


7) Setting up the User Account 

  • Once the PMG is set up, You have the ability to give your PMG access to log into a Customer portal and send over service requests with a date range of available dates that they'd like for you to be able to schedule the apartment/house to be cleaned on.  You can then schedule the job. 
  • From their portal, inside the "Jobs tab," they can see the date and time you schedule the clean for!

  • To set up the Customer Portal, under the Customer Tab > Property Managers >Inside the PMG > Users Tab, you can "Create User" > and assign a name and email for that login
  • The user will be sent a link to create their portal, which will allow them to log in and do the above tasks!

8) Viewing PMG Requests

  • Any Service Request sent in by a PMG or account manager will appear on your Main Dashboard, under the Service Request section
  • By clicking the "View All" seen above, you can go to the Request Report and see all pending +  closed requests!

 

 

 

 

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